Board of Commissioners Meetings
Regular MeetingHenderson, KY · January 21, 2020
Minutes
5
CITY OF HENDERSON – RECORD BOOK
Record of Minutes of A Work Session Meeting on January 21, 2020
A Work Session of the Board of Commissioners of the City of Henderson, Kentucky, was
held on Tuesday, January 21, 2020, at 5:30 p.m. in the third floor Assembly Room, Municipal
Center, 222 First Street, Henderson, Kentucky.
There were present Mayor Steve Austin presiding.
PRESENT:
ABSENT:
Commissioner Patti Bugg
Commissioner X R. Royster, III
Commissioner Bradley S. Staton
Commissioner Austin P. Vowels
CITY STAFF MEMBERS included Dawn Kelsey, City Attorney; Maree Collins, City
Clerk; Donna Stinnett, Community Relations Manager/Public Information Officer; Robert
Gunter, Acting City Manager/Finance Director; Brian Williams, Public Works Director; Sam
Lingerfelt, Sanitation Superintendent; Connie Galloway, Human Resources Director; Trace
Stevens, Parks Recreation and Cemeteries Director; Ray Nix, Code Administrator; Theresa
Richey, Administrative Liaison; and Leslie Blandford, Police Officer.
ALSO PRESENT: Kevin Knight, City Commissioner Candidate; and Douglas White,
The Gleaner
THE FOLLOWING AGENDA ITEMS WERE DISCUSSED:
1. Sanitation Operations Report:
Mayor Austin indicated that staff has reviewed possible cost saving actions
and has recommended four possible options for changes to the sanitation
operations. He also indicated that there would be a follow up review and
discussion at the February mid-year budget review work session.
Robert Gunter outlined the four options with Annual Gain/Loss (for the
FY2021 budget) and Cumulative Gain/Loss (through the FY 2025 budget):
Option A: Current Operation (no changes) with an estimated FY 2021
gain of $161,179.00 and a cumulative gain of $12,053.00 – a new rear-
loader truck will be necessary biennially, no loss of employees.
Option B: Keep Collections, Privatize landfill with an estimated FY
2021 gain of $192,797.00 and a cumulative gain of $241,982.00 – a
new rear-loader truck will be necessary biennially, loss of three full-
time positions at landfill, no loss of positions in collections.
Option C: Privatize both landfill and partial privatization of
collections, keeping some personnel for use as a bulk crew and
transition to all privatization over a two year period with a FY 2021
loss of $88,738.00 and a cumulative gain of $88,429.00 – purchase of
four tote lifters for existing trucks, the company provides totes, loss of
three full-time positions at landfill, loss of seven full-time positions in
collections over two year period.
Option D: Complete privatization with a FY 2021 gain of $343,981.00
and a cumulative gain of $958,024.00 – privatization of landfill (CDD
material moved to transfer station), company provides totes, annual
increase of all services for life of contract is 3% per year, loss of 17.5
full-time positions.
DISCUSSION WAS HELD with Commissioners asking questions relating to each option and
brief discussion of previously presented options; all of the estimates are based on current
tonnages, current wages, estimated COLA and merit increases, estimated purchase price of
equipment and costs provided in the RFPs; and that no decision would be forthcoming until after
6
CITY OF HENDERSON – RECORD BOOK
Record of Minutes of A Work Session Meeting on January 21, 2020
a second work session review was conducted with further information as requested from this
meeting.
NO FORMAL ACTION WAS TAKEN BY THE BOARD OF COMMISSIONERS.
________________________
2. Smoking Ordinance:
Dawn Kelsey reported that she and Trace Stevens had reviewed several other
city ordinances relating to smoking and determined that they range from very
restrictive to ones similar to what we currently have. Some communities have
incorporated smoking regulations in the Park Rules and Regulations instead of
by ordinance.
Ms. Kelsey suggested that prohibition of smoking in and near public
transportation shelters be included in the ordinance.
DISCUSSION WAS HELD with Commissioner Staton indicating that he was not in favor of
prohibition for the adult ball fields; Commissioner Bugg asked that special events that allow a
smoking area include guidance on the location of the area; and it was determined that staff would
move forward with drafting an amended ordinance to prohibit smoking in all city owned
parks/recreation areas and public transportation shelters.
NO FORMAL ACTION WAS TAKEN BY THE BOARD OF COMMISSIONERS.
________________________
MEETING ADJOURN:
MOTION by Commissioner Royster, seconded by Commissioner Vowels to adjourn.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye:
Commissioner Vowels --- Aye:
Commissioner Bugg ------ Aye:
Commissioner Royster --- Aye:
Mayor Austin -------------- Aye:
WHEREUPON Mayor Austin declared the work session adjourned at approximately 6:25
p.m.
________________________
ATTEST: Steve Austin, Mayor
February 25, 2020
________________________
Maree Collins, CKMC
City Clerk,
Agenda
City of Henderson, Kentucky
NOTICE OF WORK SESSION
Tuesday, January 21, 2020
January 16, 2020
Comrnissioner Patti Bugg
Commissioner X R. Royster, III
Commissioner Bradley S. Staton
Commissioner Austin P. Vowels
Dear Board Members:
The regular work session is scheduled for s :30 p.m. on Tuesday, January 21, 2020, in the 3rd Floor
Assembly Room of the Municipal Center. The items on the agenda for review are as follows:
AGENDA
1. Roll Call
2. Sanitation Operations
3. Smoking Ordinance
4. Adj ourmnent
Respectfully,
Steve Austin, Mayor
A copy of the foregoing notice received and service thereof waived this 21st day of January
70)g-
Comrnissioner Patti Bugg
Commissioner X R. Royster, m?
Comrnissioner Bradley S. Staton
Commissioner Austin P. Vowels
City Commission Memorandum
20-07
January 16, 2020
TO: Mayor Steve Austin and the Board of Comrnissioners
FROM: Williarn L. ?Buzzy? Newrnan, Jr., City Manager (4u
SUBJECT: Work Session Agenda
The regular work session is scheduled for 5:30 p.m. on Tuesday, January 21, 2020, in the
3rd Floor Assembly Room of the Municipal Center. The two itetns on the agenda for
review are as follows:
Sanitation Operations
Mr. Robert Gunter, Finance Director, Mr. Brian Williams, Public Works Director, and
Mr. Sam Lingerfelt, Sanitation Superintendent, will give a presentation detailing options
for landfill and sanitation operations.
Smoking Ordinance
Ms. Dawn Kelsey, City Attorney, and Mr. Trace Stevens, Parks and Recreation Director,
will be in attendance to discuss proposed changes to the smoking ordinance relating to
City parks.
c: Robert Gunter
Brian Williams
Sam Lingerfelt
Dawn Kelsey
Trace Stevens
SANITATION OPTIONS
Option A - Current Operation (Nothing Changes)
* Keep operations as-is with fee increase included
*
New rear-loader will be necessary biennially
* No loss of employee positions
Amiual Gain/Loss 2021- $161,179.00 2025 - $(51,886.00)
Cumulative Gain/Loss 2021- $161,179.00 2025 - $12,053.00
Option B - Keep Collections, Privatize Landfill (Daviess County)
@ Keep collections
* Privatize landfill with Daviess County
*
New rear-loader will be necessary biemiially
*
Percent (max Southern Consumer Price Index) increase every five (5) years on landfill fees
*
Loss of three (3) full-time positions at landfill; no loss of positions in collections
Potential to keep some personnel for use as a bulk crew (approx. $80,000 per position)
with approximately $20,000 capital investment for dump trailer. Cost associated with
disposal of bulk materials not included.
Annual Gain/Loss 2021- $192,797.00 2025 - $17,852.00
Cumulative Gain/Loss 2021- $192.797.OO 2025 - $241,982.00
Option C - Privatize, Keep Some Collections (Transition Period)
* Privatize landfill and partial privatization of collections
*
Purchase of four tote lifters for existing garbage trucks ($25,000)
*
The company provides containers; City keeps some collections for two (2) years
*
Immediate loss of three (3) full-time positions at landfill; loss of seven (7) full-time
positions in collections (over two (2) year period)
[End of year l -loss of three (3) full-time positions; loss of a seasonal position]
[End of year 2-loss of four full-time positions; part of a full-time position; loss of two (2)
seasonal positions]
Potential to keep some personnel for use as a bulk crew (approx. $80,000 per position)
with approximately $20,000 capital investment for dump trailer. Cost associated with
disposal of bulk materials not included.
Approximately $36,000 antzual cost for monthly bulk pickup afler transitional period
(not included in any cost numbers).
* Add $36,000.00 annually if vendor provides limited bulk pick-up on a monthly basis
*
If time permits, remaining sanitation crews will pick up bulk items in accordance with the
parameters that will be set.
*
If privatized with Republic Services, Daviess County needs to be notified per the interlocal
agreement as stated in Section 11 -Duration of Agreement following Option D below.
*
Republic needs approximately three (3) months to get ready for residential pickup.
Annual Gain/Loss 2021 - $(88,738.00) 2025 - $28,853.00
Cumulative Gain/Loss 2021 - $(88,738.00) 2025 - $88,429.00
Option D - Complete Privatization
*
Complete privatization of landfill (CDD material moved to transfer station, top of hill
closed)
*
Complete privatization of collections with company providing totes
*
Annual increase of all services for life of contract is 3% per year
*
Loss of 17.5 full-time positions
*
If privatized with Republic Services, Daviess County needs to be notified per the interlocal
agreement as stated in Section 11 -Duration of Agreement following Option D below.
*
Republic needs approximately three (3) months to get ready for residential pickup.
Annual Gain/Loss 2021 - $343,981.00 2025 - $32,525.00
Cumulative Gain/Loss 2021 - $343,981.00 2025 - $958,024.00
Section 11-Duration of Agreement (with Daviess County)
Unless breached, the City and (Daviess) County's rights and obligations shall terminate exactly
five (5) years from the effective date of this agreement. The parties agree that upon expiration of
this agreement, City shall have the exclusive option to renew this contract for five (5), five (5 ) year
terms, under the same terms and conditions, provided the tipping fees are renegotiated in "good
faith? at the beginning of each five (5) year term. City shall notify the County of its intention to
exercise its option at least sixty (60) days prior to the expiration of this agreement or each renewal
term. Thereafter, if the parties are unable to reach an agreement on the tipping fees by the end of
the term, the agreement shall terminate. It is understood that the City may terminate this contract
without cause by giving written notice thereof to the County by certified mail no later than one
hundred eighty (180) days prior to such termination.
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Sanitation Five Year Projection .1
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Option B
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Privatize Landfill (Daviess County) , Keep Collections
2021 2022 2023 2024 2025
Annual Gain/Loss $ 192,797.00 $ 3,802.00 $ 114,503.00 $ (86,972.00) $ 17,852.00
Cumlative Gain/Loss $ 192,797.00 $ 196,599.00 $ siq,qo,z.oo $ 224,130.00 $ 241,982.00 l
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Option C :
Privatize., Keep Some Co[l.ections (T ransiti.on Period)
2021 2022 2023 2024 2025
Annual Gain/Loss s (88,738.00) $ (152,724.00) $ ?92,683.00 $ 108,355.00 $ 28,853.00
Cum-lative Gain/Loss $ (88,738.00) $ (241,462.00) $ (48,779.00) $ 59,576.00 s 88.429.00 l
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Option D ?l
Complete Privatization i
2021 2022 2023 2024 2025
Annual Gain/Loss $ 343,981.00 $ 269,965.00 $ 198,198.00 $ 113,355.00 $ 32,525.00
Cumlative Gain/Loss $ 343,981.00 $ 61 3,946.00 $ 812,144.00 $ 925,499.00 $ 958,024-00
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